21-701 RHS Dust Collection~1.pdf

Douglas County School District No. 4-Roseburg Page 1 Roseburg High School Wood Shop Dust Collection

21-701 Request for Proposals

By Douglas County School District No.4 Roseburg Public Schools

For

ROSEBURG HIGH SCHOOL DUST COLLECTION SYSTEM

SECTION I: GENERAL INFORMATION

Douglas County School District No. 4-Roseburg (Owner) solicits proposals for a vendor/construction firm interested in providing an all-inclusive, turn-key solution for demolition, removal, disposal, permitting, installation, and testing of a dust collection system for the Roseburg High School Woodshop located at 400 W Harvard Ave., Roseburg, OR 97470 – Career Technology Education Building, per the specifications provided in this solicitation.

1 PROPOSALS DUE:

Deadline: August 31, 2021, 2:00 PM To: Dennis Austin, Purchasing Supervisor Location: 1419 NW Valley View Dr., Roseburg, OR 97471 Douglas County

2 PRE-PROPOSAL CONFERENCE: A mandatory pre-proposal conference will be held on 1:00 PM, August 11, 2021, at Roseburg High School, 400 W Harvard Ave, Roseburg, OR 97470.

3 APPROACH: The owner seeks a Contractor to complete the work as specified in the attached engineer’s drawings. In addition, the selected contractor will oversee the project, scheduling, and logistics required to complete the work within the earliest reasonable time; be responsible for any and all permits as required by statute or ordinance; after having completed the demolition and removal of the old system. It is the intent of the Owner to enter into a contract with the selected contractor for the entire scope of work.

4 MINIMUM PRE-QUALIFICATIONS FOR FIRMS: Certain minimum qualifications have been established for proposers to be considered for the contracts described in the RFP.

4.1 Proposers shall have five or more years current continuous experience as a construction firm that has completed at least two other projects of comparable size, cost, and complexity during that time.

4.2 Proposers shall be capable of providing a 100% performance bond and 100% labor and material bond for the project.

4.3 Proposers shall have key personnel available for the time and magnitude of the project throughout its duration. Key personnel assigned to the project shall maintain

Douglas County School District No. 4-Roseburg Page 2 their assigned position throughout the project unless requested to be removed by the Owner or unless otherwise approved by the Owner.

4.4 Due to the fast-paced timeline associated with this RFP, proposers may self-certify that they meet requirements by filling out the enclosed prequalification statement included as attachment A. Prequalification is mandatory. Proposals that do not contain the signed Prequalification Statement will be deemed nonresponsive to this RFP and will be disqualified from further consideration.

5 RFP METHOD: The Owner will use the Request for Proposal (RFP) competitive procurement method. The process has several major components, including but not limited to, 1) RFP Notice; 2) Walk-through of the Site; 3) Question / Answer Period; 4) Receipt of Proposal Response; 5) Proposal Evaluation, scoring and short list; 6) Reference Checks; 7) Interviews and scoring; 8) Recommendation to the Board and Board Approval; and 9) Contract Negotiation.

6 EVALUATION FACTORS: Contractors responding to this request will be evaluated on several factors as set forth in the RFP, including, but not limited to fee, qualifications, prior experience, proposed cost-control approach, proposed schedule, and overall project approach for the complete work.

7 RFP CONTACT: The primary contact person (RFP Contact) for this solicitation is Dennis Austin, Purchasing Supervisor, Douglas County School District No. 4-Roseburg.

Between the period of time that the RFP is issued and the time when the Intent of Award is posted, please direct all contact regarding the solicitation or the evaluation process for this project to this individual, unless specially re-directed by the RFP Contact.

8 RFP DOCUMENTS: A copy of the RFP specifications, contract form and other documents are on file and may be obtained for review at the Information of Record address below. Requests may also be made by contacting the RFP Contact.

9 INTERESTED PARTIES LIST: Owner will post all addenda on the Oregon Buys eProcurement System (oregonbuys.gov). It is important for all firms to understand that it is their responsibility to access OregonBuys for any addenda.

10 OWNER’S RIGHT TO CANCEL PROCESS OR REJECT PROPOSALS: The Owner may cancel a solicitation process or reject any proposal in whole or in part when it is in the Owner’s best interest as determined by the Owner. This may include rejecting any proposal not in compliance with all prescribed public contracting procedures and requirements, and for good cause, rejection of all proposals upon a finding that it is in public interest to do so. If the Owner chooses to reject the proposal in part, it may in certain instances provide notice of any correction or modifications to prospective firms who originally submitted proposals, solicit supplemental information from them and set an expedited deadline for their supplemental submissions.

SECTION II: OVERVIEW OF PROJECT

The Owner is proposing to remove and replace with new, the existing dust collection system at Roseburg High School – Woodshop. The new system includes all dust collection, fire protection, and mechanical equipment, testing and balancing, as specified in the engineer’s design included with this RFP.

The following project components are intended to be an outline of the work to be performed;

however, this list is not an all-inclusive list.

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1 PROJECT COMPONENTS: In general, the project may include the following components and work as specified on the attached drawings referenced as Attachment E, dated May 2021.

SECTION III: OVERVIEW OF SERVICES NEEDED:

1 CONTRACTOR FUNCTION: The Contractor will advise the Owner and will coordinate and manage the construction, handle acquiring all necessary permits, order and install all components required by the attached design. In addition, the Contractor shall be familiar with the local labor and subcontracting market.

The successful bidder shall serve as the general contractor for the Project.

For clarification, the contractor will act as the Owner representative for the purposes of executing contracts with sub-contractors, but the Owner does reserve the right to deny an award of any sub-contract.

2 CONSTRUCTION PHASE: During the Construction Phase, the Contractor shall manage the construction, provide, and pay for all materials, tools, equipment, labor, professional and non-professional services and shall perform all other acts and supply all other items necessary. Contractor will fully and properly perform and complete the work defined in the drawings and specifications referenced in this RFP and other services as are contractually agreed upon between the Contractor and the Owner. All other work will be competitively bid and awarded by the Contractor.

The Douglas County School District No.4, aka Roseburg Public Schools will serve as the contracting agency for the project. The Local Contract Review Board has approved this procurement process.

SECTION IV: SCOPE OF WORK

The Contractor shall provide the services described herein, where during the construction phase the basis for payment is the Cost of the Work, as well as the following:

1 CONSTRUCTION PHASE SERVICES

The Contractor shall manage the construction, specially including, but not limited to the following:

1.1 Provide all construction supervision, coordination, inspection, labor, materials, tools, construction equipment and subcontracted items necessary for the Project.

1.2 Establish procedures for submittals, requests for information, payment requests, change orders and other procedures. Maintain logs, files, and other documentation.

1.3 Conduct regular site progress meetings with the Owner representatives.

1.4 Coordinate the work of subcontractors and vendors. Provide regular and on-going quality inspection, ensuring that the work complies with the contract documents and all applicable codes and regulations.

1.5 Report progress of the work and recommend such action as may be necessary to keep the project on schedule and within budget. Review all subcontractor

Douglas County School District No. 4-Roseburg Page 4 requests for time extensions and make recommendations to the Owner.

1.6 Establish tracking of and participation of local subcontractors, vendors, suppliers and local labor force.

1.7 Establish and implement Drug Testing and Safety Plans in accordance with State Law, ORS 279C.505(2).

1.8 Provide training to the Owner’s operational and maintenance staff. Prepare Operations and Maintenance Manuals and As-Built Documentation on marked up copies of the contract documents including drawings and specifications, as defined in the contract documents.

1.9 Upon completion of the project, provide the Owner with a Final Report.

1.10 Prior to the end of 30 days after a certificate of completion is provided to the Owner, conduct a review meeting with the Owner.

1.11 Prior to completion of the one-year warranty period, conduct a review of the project with the Owner to identify any issues that are covered by the warranty and in need of correction, repair, or replacement.

SECTION V: PROJECT SCHEDULE:

Preliminary Roseburg High School Woodshop Schedule:

RFP Proposals and Selection: July 2021 – September 2021 Construction: Complete before June 30, 2022

SECTION VI: SPECIAL REQUIREMENTS

Any firm proposing should note the following special requirements concerning the Project:

1 PRICE DETERMINATION: It is the intent of the Owner to enter into a contract with the selected Contractor where the basis of payment is Cost of the Work (Governmental Fees, Labor, and Materials) for the entire scope of the work. A full description of items that make up the Cost of Work, including all details, will be required, consistent with the provisions of the contract. If the Owner determines that the project is to be completed in phases, it will notify the Contractor if it wishes the Cost of Work to be set for each discrete phase.

The Contractor will also provide the Owner with a Bond, Performance and Payment bonds for the amount of the initial pre-construction services, as well as insurance certificate(s) upon execution of the contract. As the project progresses, the Performance and Payment bonds will be adjusted to reflect the full value of the contract. Any amount that exceeds the bid price will not be paid by the Owner, except as expressly stated in the contract.

2 CONTRACTOR OPPORTUNITIES: The selected Contractor will be required to develop a plan demonstrating good faith effort to provide opportunities for local sub-contractors, Minority and Women Owned Businesses and Emerging Small Enterprises. The plan shall also include the Contractors approach encouraging a diverse work force. Local contractors are defined as contractors, subcontractors, vendors, and material suppliers residing and doing business within Douglas County, Oregon for at least the last 12 months.

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SECTION VII: LEGAL INFORMATION

1 CONTRACT FORMAT: The Owner will negotiate with the Contractor using the form of contract available at the Owner’s office. The contract terms, which may be negotiated in the sole and absolute discretion of the Owner, include the details of contract performance, methods of construction, timing assignments of risk, fee and costs, other matters that affect cost or quality, and any other terms the Owner determines to negotiate.

2 COMPLIANCE WITH LAW: All Contractor’s firms must be “Equal Opportunity Employers” and comply with the appropriate provisions of state and federal law. All firms shall be required to comply with ORS 656.017 regarding Worker’s Compensation. Firms are required to be registered with the State of Oregon Construction Contractors Board or the proposal will not be considered. The project requires that a contractor or subcontractor be licensed under ORS 468A.720 for asbestos abatement. No proposal will be received or considered by the Owner unless the proposal contains a statement as to whether the firm is a resident Proposer as defined in ORS 279A.120.

3 PREVAILING WAGE RATES: Prevailing wage rates for public works contracts in Oregon are required for this Project. No proposal will be received or considered by the Owner unless the proposal contains a statement that the firm will comply with the provisions of ORS 279C.800 – 279C.870 or 40 U.S.C. 276a.

4 OWNERSHIP OF DOCUMENTS: All documents, reports, proposal submittals, working papers or other material submitted to the Owner from the Contractor shall become the sole and exclusive property of the Owner, the public domain (expect for materials deemed to be excluded as trade secrets), and not the property of the Contractor. The contracting firm shall not copyright, or cause to be copyrighted, any portion of any said documents submitted to the Owner as a result of this solicitation.

5 PUBLIC RECORDS: Notwithstanding any requirements to make Proposals open to public inspection, the Owner may withhold information exempt or conditionally exempt from disclosure under Oregon Public Records law on the following conditions. If the proposer reasonably believes there are any grounds for exempting information for disclosure under such law, they shall mark the information accordingly. It shall be the Proposer’s obligation to establish that the information is exempt from disclosure. The proposer shall defend, indemnify, and hold the Owner harmless from any claim or administrative appeal, including costs, expenses, and any attorneys’ fees, related to a request to disclose information which Proposer has labeled as confidential. The Owner will not keep information about cost, price, and delivery confidential, and such information may be open to public inspection.

Generally, any resulting contract is a public record. The Owner shall be entitled to use information which the Proposer has labeled as confidential, in whole or in part, for proposal evaluation and may make copies for this purpose. Any restrictions related to the information marked confidential do not apply if the Owner has the right to or has obtained the information from another source.

6 NO GUARANTEE OF CONTRACT: This request for services does not commit the Owner to award a contract and to pay any costs incurred by companies responding to the proposal. Any and all costs incurred by a prospective firm associated with the submission of a Proposal, interview, contract negotiation and related expenses are solely the responsibility of that firm.

7 INDEMNIFICATION: The resultant contractor shall at all times indemnify and hold the Owner harmless from all claims, losses, demands, damages, costs, expenses or liabilities incurred in connection with the construction, repair, alteration or installation of structures, Douglas County School District No. 4-Roseburg Page 6 improvements, equipment or facilities, and from all costs and expenses incurred in defending against such claims, including, but not limited to, attorney fees, litigation expenses, costs, and disbursements.

SECTION VIII: PROTEST PROCESS

1 PROTEST OF PROCESS AND SOLICITATION: For public improvement contracts, a prospective Proposer may protest specifications or contract terms and conditions pursuant to OAR 137-049-0260(3), (4) and (5). Unless otherwise specified in the invitation to propose, the protest shall be filed with the RFP Contact no later than 5 days before the proposal opening.

1.1 PROPOSER’S WRITTEN PROTEST SHALL INCLUDE:

• A detailed statement of the legal and factual grounds for the protest;

• A description of the resulting prejudice to the Proposer; and

• A statement of the desired changes to the Contract terms and conditions, including any specifications.

1.2 A PROPOSER SHALL MARK ITS PROTEST AS FOLLOWS;

• “Contract Provision Protest”; and

• RFP Document number (or other information as specified in the RFP document).

1.3 OWNER RESPONSE: The Owner is not required to consider a Proposer’s request for change or protest after the deadline established for submitting such request or protest. The Owner shall provide notice to the applicable Person if it entirely rejects a project. If the Owner agrees with the Proposer’s request or protest, in whole or in part, the Owner shall either issue an Addendum reflecting its determination under OAR 137-049-0260 or cancel the solicitation under OAR 137-049-0270.

1.4 EXTENSION OF CLOSING: If the Owner receives a written request for change or protest from a Proposer in accordance with this rule, the Owner may extend the RFP due date if the Owner determines an extension is necessary to consider the request or protest and issue an Addendum, if any, to the RFP Document.

2 PROTEST OF INTENT TO AWARD: Anyone responding to the Request for Proposal who is not recommended for award by the evaluation committee may protest the recommendation, which is also the Intent to Award, to the Douglas County School District No. 4-Roseburg in accordance with 137-049-450(4)(5)(6)(7).

2.1 FORMAT: Any protest must be made in writing, be received before the contract is awarded by the Owner, clearly state the grounds for the protest, be labelled “PROTEST,” and indicate what condition(s) resulted in the proposal not being recommended for award. Any protest which does not comply with the applicable procedures and applicable law may be rejected.

2.2 TIMING: Any protest must be received by the Owner no later than seven (7) calendar days after notice of the Owner’s decision was mailed. Upon receipt of the protest, the Owner shall notify the Proposer recommended for award of the protest and the evaluation committee. The Proposer and the evaluation committee shall have three (3) calendar days from the date the protest was filed to respond to the protest in writing if they so desire.

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2.3 OWNER RESPONSE: When a protest is filed, the Owner shall prepare written analysis of the protest, and make a recommendation to the Douglas County School District No. 4-Roseburg as to appropriate action to be taken.

2.4 GROUNDS FOR PROTEST: Grounds for protest shall be limited to those specifically allowed under applicable Oregon laws and regulations.

2.5 REVIEW OF PROTEST CRITERIA AND DECISION: The Owner shall present the issues orally or in writing at a public meeting. The appellant shall then have ten (10) minutes to specifically address the protest criteria, and the evaluations committee’s recommendation and the recommended proposer(s) shall have a total of ten (10) minutes to respond, divided between them as they wish.

If a protest is timely filed, the Douglas County School District No. 4-Roseburg shall consider the evaluation committee’s recommendation and the allegations of the protest before rendering a final decision and shall state the conclusions reached and reasons, either in writing or on record in a public meeting. Any decision to overturn the recommendation shall be based on a finding that one of the criteria above occurred to the substantial prejudice of the appellant.

SECTION IX: RFP PROCESS

1 RFP POSTED: Public notice of the RFP will be published on the Oregon Buys (oregonbuys.gov)

2 MANDATORY PRE-PROPOSAL CONFERENCE: A pre-proposal conference will be held at 1:00 PM August 11, 2021, at Roseburg High School Woodshop, 400 W Harvard Ave., Roseburg, OR 97470. Following the conference, a tour of the site and existing facility will be held for those parties interested in attending. A representative from each firm is required to attend. The Pre-Proposal Conference will be the opportunity to discuss the project with the Owner and Facilities Coordinator. A written addendum will be issued no later than August 16, 2021, to formalize any Owner responses to oral questions raised by the firms at this Conference.

3 WRITTEN QUESTIONS AND ADDENDA

3.1 Questions regarding the information contained in the RFP must be submitted to the RFP Contact no later than 4:00 PM PST, August 19, 2021. All questions must be RECEIVED by the specified date and time. No oral questions will be accepted other than at the Pre-proposal Conference. E-mail questions to the addresses below.

• For questions regarding the RFP process:

Dennis Austin, Douglas County School District No. 4 daustin@roseburg.k12.or.us

3.2 All questions received by the parties listed above that require clarification or modifications to the terms and conditions of the RFP will be answered by addenda to this RFP. Addenda will be posted on ORPIN no later than August 24, 2021. Anonymity of the source of the specific questions will be maintained in the written response.

4 ADDENDA: If, in the Owner’s opinion, additional information or interpretation is necessary, such information will be supplied in the form of an addendum. Addenda shall have the

Douglas County School District No. 4-Roseburg Page 8 same binding effect as though contained in the main body of the RFP. Any oral instructions or information concerning the specifications or other information given out by the Owner to prospective firms shall not bind the Owner. All addenda shall be issued by the RFP Contact and posted on OregonBuys.

5 PROTEST OF SOLICITATION PROCESS: Protests of the specifications or contract terms and conditions pertaining to the RFP must be submitted in writing to the RFP Contact no less than Five (5) days before the proposal opening. All responses will be made in the form of addenda and sent to all firms on the Interested Parties List. (See Section VIII: Protest Process subsection 1).

6 RFP PROPOSAL DUE AND OPENED: Interested firms’ proposals must be received no later than 2:00 PM August 19, 2021. Submittals shall be mailed or delivered to:

Dennis Austin, Roseburg School District, Purchasing Supervisor 1419 NW Valley View Dr.

Roseburg OR 97471

RFP’s will be opened in the Douglas County School District No. 4-Roseburg, Purchasing Department by the RFP Contact. Since this process involves an RFP and not a straight bid, the names of participants submitting proposals may be announced, but their cost proposals will not. Information is available and all proposals may be reviewed at the Douglas County School District No. 4-Roseburg, 1419 NW Valley View Dr. Roseburg, OR 97471 by appointment only once the Intent to Award is announced.

7 LATE SUBMISSIONS: A proposal shall be considered late if received at any time after 2:00 PM PST, on August 31, 2021. Proposals received after the specified date and time will be rejected and returned unopened.

8 INITIAL EVALUATION: Proposals submitted in response to this solicitation will be reviewed and scored by the Evaluation Committee of at least three (3) members selected from the following staff/groups:

• Rod Cotton, School Board Director

• Rev. Howard Johnson, School Board Director

• Jared Cordon, Superintendent

• Tracy Grauf, Physical Plant Manager

• Cheryl Northam, Chief Operations Officer

• Dennis Austin, Purchasing Supervisor

9 SHORTLIST: The top three (3) finalists will be invited to an interview by the Committee.

The Owner will provide the top three (3) finalists with written notice. A Proposer not included in the shortlist may protest. For information regarding the Protest process see Section VIII of this RFP.

10 REFERENCES: References for the finalists will be checked by members of the Committee.

Response information will be provided to all members of the Committee.

11 INTERVIEWS: Interviews are optional. Should interviews be held, the shortlisted firms will all be asked the same questions regarding:

• Project understanding

• Project approach

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• Project innovation

• Project communication philosophy

• Price protection philosophy

Interviews will be conducted at 1419 NW Valley View Dr. Roseburg, OR 97471. Dates available for interviews with the top finalists will be approximately August 23 – August 24, 2021. All firms should ensure these dates are kept available for potential scheduling.

12 INTERVIEW QUESTION SCORING: Interview questions will be scored based on the following criteria:

90-100% - The candidate demonstrates a complete understanding of the question subject matter and significantly exceeds response expectations.

70-89% - The candidate demonstrates a strong understanding of the question subject matter and meets or exceeds response expectations.

40-69% - The candidate demonstrates a general understanding of the question subject matter, but answers may contain some weaknesses and deficiencies.

20-39% - The candidate demonstrates a vague understanding of the question subject matter and communicates a below average response.

0-19% - The candidate demonstrates an insufficient understanding of the question subject matter.

13 FINAL EVALUATION: The results of the proposal evaluations, interviews and reference checks shall be used to determine a final ranking for the finalists.

14 SELECTION: The evaluation committee will provide a recommendation to the Douglas County School District No. 4-Roseburg School Board for their consideration and approval.

This is currently scheduled for August 25, 2021. For information regarding the Protest of Intent of Award, refer to Section VIII [2] of this RFP.

15 NON-SELECTED PROPOSERS: If proposers that are not selected wish to follow up with the owner, they may request a meeting within 7 days of announcement of the Notice of Intent to Award.

16 CONTRACT NEGOTIATIONS: Upon the Douglas County School District No.4, aka Roseburg Public Schools, School Board’s approval of the Evaluation Committee’s recommendation, the Owner will proceed to negotiate a contract with the approved firm. If negotiations are not successful, the Owner may break off negotiations and begin negotiations with the number two ranked firm, and so forth until a contract is negotiated.

The Douglas County School District No. 4-Roseburg School Board must approve and make final award of the Contract.

17 CONTRACT BASED ON PRICE AGREEMENT: It is the intention of the Owner to enter into a contract with the selected contractor which will include a Fixed Fee for the governmental fees, goods and services necessary for completion of the project. If the Owner is unable to successfully agree upon a price for the project with the selected contractor, the Owner reserves the right to terminate the Contract and commence negotiations with the next ranked finalist. Upon termination of the Contract the Owner will have the right to accept assignment of long-lead subcontracts previously agreed to and awarded. The Owner reserves the right to reject any and all proposals.

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18 CONTRACTOR WITHDRAWAL FROM PROCESS: Once submitted, any firm proposing may withdraw the proposal at any time prior to the day of opening. However, all proposals shall be irrevocable for a period of sixty (60) days from the day of the opening.

SECTION X: RFP SCHEDULE:

The milestones for the selection process are defined below. The dates are approximate and

SUBJECT TO CHANGE.

Activity Date

1. Request for proposals announcement August 4, 2021

2. Mandatory pre-proposal conference August 11, 2021, 1:00 pm

3. Last day to submit questions for clarification August 19, 2021, 4:00 pm

4. Addendum issued August 24, 2021, 4:00 pm

5. Last day to submit proposals August 31, 2021, 2:00 PM

6. Evaluation Committee meets September 1, 2021

7. Evaluation Committee interviews min. top three proposers

9-1-21 through 9-3-21

8. Notice of Intent to Award September 9, 2021

9. Award Contract September 16, 2021

10. Begin Construction

11. Completion

September 2021

Before June 30, 2022

SECTION XI: EVALUATION CRITERIA

Proposals will be evaluated on the basis of the following areas and points assigned:

Evaluation Criteria Maximum Possible Points Cover Letter 0 points Firm Experience 15 points Contracting and Related Experience 15 points Key Personnel Experience 20 points Overall Project Understanding / Approach 15 points Scheduling Approach 5 points Cost Control 15 points Fee 10 points References 5 points Maximum Possible Points 100 points

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SECTION XII: SUBMISSION REQUIREMENTS

1 RESPONSE FORMAT: The responses shall be organized in the manner and shall be presented in the same sequence as indicated below. Any deviation from the format may result in the Evaluation Committee being unable to locate specific information which may result in a loss of points.

Proposals shall be limited to twenty-five (25) 8-1/2 x 11 pages total, including all exhibits and/or attachments. 11x17 sheets and foldouts should not be used. All pages shall be numbered. The following pages are exempt from the 25-page limit: cover and back of submittals, a one-page cover letter, a one-page table of contents, resumes of key personnel, tab and blank divider pages, certified letter from Bond and Surety Company, and the non-collusion and proposal forms.

The Proposals shall be tabulated in separate sections in response to the detailed proposal requirements. All material shall be in 8-1/2 x 11 format, bound vertically on the 11” side. No other material shall be submitted.

2 DOCUMENTS REQUIRED: Proposal Packages must include the following:

• Response documents and all requested additional related items such as resumes, schedules, bonding certificates etc.

• Statement of Prequalification (Attachment A)

• Statement of Assurance (Attachment B)

• Demonstrated Drug Testing Program (Attachment C)

3 NUMBER OF RESPONSES REQUIRED: Proposers shall submit ONE ORIGINAL AND

FIVE (5) COPIES of the total proposal and attachments. In addition, Proposers shall submit one CD, DVD, or thumb drive with a copy of the complete RFP in PDF file format.

SECTION XIII: CONTRACTOR’S RESPONSE DOCUMENT:

Proposals must reply to each of the following items. Responses must appear in the same order listed below. Concise and direct answers are encouraged.

1 COVER LETTER: A letter of introduction stating that the applicant wishes to be considered for the project. Include full name of firm or joint venture, RFP contact person, email address, mailing address, telephone, and facsimile numbers. If the applicant is a joint venture, the relationship of the parties shall be indicated in terms of percentage participation in the work and in the fee.

2 FIRM EXPERIENCE:

2.1 Firm Description: Provide a brief description of your firm’s history, the type of work you have performed and your capabilities. Include an Annual Volume of Figures for the past five years and current bonding capacity. Provide a certified letter from your bonding or surety company that certifies your firm’s bond history, existing bonded contracts, and current, total bonding capacity. If a joint venture, provide the information for each of the firms involved.

2.2 Project Experience: Describe overall firm experience, and provide a listing, in

Douglas County School District No. 4-Roseburg Page 12 chronological order, in chart format, of your firm’s last (2-5) completed projects of a similar nature performed within the last 5 years. Include completion date;

name of owner; contact person and current phone number; name of Architect/Engineer, contact person and current phone number; name of contractor and construction manager and contact person name and telephone number for each; location of job; description of job (i.e., remodel or new construction, etc.); final construction contract amount; and total dollar amount of change orders.

• Specific Facility Experience: Describe specific experience, and provide a listing as indicated above of your firm’s experience in the following types of facilities, including all information indicated above:

a Public Agencies and Public Contracting: Describe your firm’s experience on projects for public agencies and performed under public contracting statutes and requirements.

b Remodeling: Describe your firm’s experience on projects where interior and exterior remodeling was done to existing structures.

3 CONTRACTING AND RELATED EXPERIENCE: Describe firm’s experience with Contracting projects for the public sector. The listing should follow the format described above in the previous item but should include both the original and the final cost of the Work. (If the firm’s public sector experience is limited, experience with General Contracting, for the private sector may be discussed.)

4 Key Personnel Experience:

4.1 Organization of Team: Provide a project organization chart showing your proposed staff for this job, including all professional staff. Identify your Project Manager and Project Executive.

4.2 Team Member Resumes: Include resumes for all individuals listed in the chart.

Indicate the proposed percentage or full time equivalent (FTE) that each person will work on this project. The resumes shall include each individual’s education, work history, length of tenure with your firm, and relevant, prior experience.

4.3 Additional Team Members: For those individuals that are not full time, describe how they will work on the project. If your proposal involves individuals from more than one firm, describe prior experience, if any, of the firms and individuals work with each other, and how the proposed team will work for this project.

By listing the individuals in the proposal, the firm assures that these individuals will work on the project at an approximate minimum of the percentages shown.

The Owner reserves the right to request a substitution of personnel if deemed to be in the best interest of the Owner.

Should the firm be invited to an interview, the key personnel listed above will need to be in attendance and questions may be directed solely to them. At a minimum, the Project Manager and Project Executive dedicated to the project shall be in attendance at any interview.

5 OVERALL PROJECT UNDERSTANDING / APPROACH:

5.1 Organizing the Project: Describe your firm’s overall plan for completing the

Douglas County School District No. 4-Roseburg Page 13 project. Discuss your approach to reviewing the program, and services to be provided during design and managing construction. Within the parameters described in this RFP, how would you organize and monitor the work to ensure quality, function, timely completion, and cost within or under budget? What will be done by your firm to guarantee the price will be achieved within the Owner’s budget as required?

5.2 Phasing and Packaging: Given the available project information, describe how your firm will develop phasing and bid packaging for the project.

5.3 Project Management: Describe how your firm will approach the project management and construction management aspects of this project. How will your firm ensure that the Owner’s needs are met?

5.4 Organizational Tools: Discuss your firm’s approach to providing the successful contracting services, including cost, schedule and quality effectiveness. Include specific examples of actual products, such as estimates, progress reports, schedules, constructability reviews, value engineering studies, forms, general conditions budgets, organizational structures, etc.

5.5 Problem Solving: Describe your approach to problem solving for this project.

Describe the largest challenge your firm faced within the last five years in working on similar projects, and how you resolved that challenge.

6 SCHEDULING APPROACH: Describe how your firm will ensure the schedule requirements are met. Specifically, how will your firm organize your work, staffing, and coordination of team members in order to ensure that all schedule milestones are achieved? How will your firm report progress and mitigate delays? Describe prior experience and approach with fast-track phased construction bid packages. What has been your recent experience on fast-track phased construction in terms of completion of bid packages?

7 COST CONTROL: Give a description of how your firm will manage the work to control costs and optimize savings during the pre-construction and construction phases.

8 FEE: Provide a proposal of fees and costs as follows:

8.1 State the total Construction Phase fee for services described in the RFP and attachments.

8.2 Provide a “Not to Exceed Cost” as described in the Pre-Construction Services for the services described in the RFP and attachments.

Please note: Estimates for fees and costs shall be accompanied with a detailed breakdown. This fee information, while a critical element of the evaluation/selection process, will also be used in the negotiation of the final agreement.

8.3 Provide a detailed estimate of construction phase staffing costs consistent with the preliminary project schedule, your proposed staffing plan and the CMGC Cost Matrix. Include assumed durations and proposed hourly rates, including labor burden. Also provide estimated travel, housing and per diem costs as separate line items. See Attachment D for CMGC Cost Matrix.

8.4 Provide the cost of the 100% payment and Performance Bond as a percent of the direct construction cost plus fee.

Douglas County School District No. 4-Roseburg Page 14

• Provide a brief explanation of your firm’s policy on subcontractor bonding.

• Provide the cost of the “Sub-guard” bond, if applicable, as a percent of the direct construction cost plus fee.

• Provide a letter from your bonding company confirming their ability to provide 100% payment and performance bond for the project.

• Provide the cost of General Liability Insurance as a percent of the direct construction cost plus fee. See Exhibit B of the attached draft Contract for Insurance requirements.

The Fee criteria will be evaluated based on clarity of the cost breakdown, the cost itself and what is included or excluded in the breakdown of cost.

9 LIQUIDATED DAMAGES: Douglas County School District No. 4-Roseburg will include a provision for liquidated damages in the contract. The liquidated damages amount will be on a per day basis for each day that work is not completed by the established completion date, will be proposed by the successful proposer, and will be negotiated and subject to the District’s sole approval.

10 REFERENCES: Provide at least two (2) references for projects of similar size and scope including client name, key contact’s name, address, email, and phone number.

Douglas County School District No. 4-Roseburg Page 15

ATTACHMENT A

PREQUALIFICATION STATEMENT

PROJECT TITLE: Roseburg High School – Woodshop Dust Collection System

PROJECT LOCATION: Roseburg, Oregon

Proposers must meet certain minimum Prequalification Criteria in order to be eligible to submit proposals. In the interest of expediting the contract awards and reducing preparation expense to potential Proposers, the owner will allow Proposers to self-certify that they meet the following pass/fail Prequalification Criteria and are therefore eligible to propose on this procurement:

Bonding Capacity: The Proposer must be capable of providing, for the full term of the project and one year after completion, a 100% Performance Bond and 100% Payment Bond for a project valued up to 100% of the construction costs, estimated to be up to $550,000 for Roseburg High School Woodshop Dust Collection System Contract.

Do you meet these criteria (Yes or No)?

Specialized Experience: The Proposer must have completed at least two projects of similar or greater scope, which have been contracted in the Northwest United States (Alaska, Washington, Oregon, Idaho, Montana, Northern California) within the last five years.

Availability: The Proposer’s anticipated work in terms of time and magnitude for the time period September 2021 through June 2022, and must accommodate this project, including availability of key personnel for this project.

Licenses: The Proposing firm and its subcontractors must be licensed to do business in the State of Oregon. This means that the firms must have current Oregon Construction Contractors Board registration.

If not, how do you propose conforming to this requirement?

Douglas County School District No. 4-Roseburg Page 16

Signature of authorized person

Title of authorized person

END OF DOCUMENT

Douglas County School District No. 4-Roseburg Page 17

ATTACHMENT B

STATEMENT OF ASSURANCES

1) The undersigned attests that he/she has the authority and/or responsibility to represent the organization submitting this Proposal in all phases of the Request for Proposal (RFP) process and in this Statement of Assurances.

2) The Firm understands that this RFP is considered an integral part of the RFP process, and RFP terms shall be binding on the Firms. Failure of the successful Firm to accept these obligations in a Contract as authorized by the Statement of Assurances may result in cancellation of an award.

3) The proposer accepts all terms and conditions contained in this RFP and the RFP and Proposal Response, and any modifications will be made part of the contract documents. It is understood that all proposals become part of the public file on this matter, unless limited and specific information is identified and exempt under Oregon Public Records Law.

4) The undersigned understands that any false or substantially incorrect statement in the RFP or Statement of Assurances may disqualify this Proposal from further consideration or any further Contract.

5) Firm understands that in responding to the RFP, Firm agrees to comply with all applicable federal, state, and local laws, regulations and requirements related to the RFP and performance of any resulting Contract, including but not limited to those referenced in this RFP.

6) The undersigned acknowledges receipt of and agrees to be bound by addenda numbered through , inclusive and any additional addenda issued until intent of Award has been posted.

7) The Firm certifies that the Contractor can meet the insurance requirements outlined in the proposed Contract (Insurance Coverage Required) and that the Firm understands that such coverage must be kept active during the entire term of the Contract, if selected. Contractor shall commence no work under this contract until the Contractor and every subcontractor has a public works bond filed with the Construction Contractors Board in accordance with ORS 279C.830 and all other bonding and insurance requirements have been met and a Notice to Proceed has been issued.

8) Non-Collusion: The undersigned certifies that:

a) This bid has been arrived at independently and is being submitted without collusion with any other vendor of materials, supplies, equipment or services to limit independent bidding or competition, and

b) The contents of this bid have not been communicated by the undersigned or its employees or agents to any person not an employee or agent of the undersigned or its surety on any bond furnished with the bid and will not be communicated to such person prior to the official opening of the bid.

9) The Contractor is a resident Contractor or nonresident Contractor of the State of Oregon as defined in ORS 279A.120.

10) The Undersigned certifies that they are in compliance with requirements for construction contractors or landscape contractors and are registered and bonded with the State of Oregon Construction Contractors Board as follows:

(a) Registration NO. Expiration Date:

11) The Undersigned agrees, if awarded a contract, that they will comply with the provisions of ORS 279C.800 – 279C.870 or 40 U.S.C 3141 et seq., as applicable, pertaining to the payment of the prevailing wage rates. By signing below the Undersigned agrees that he/she affirmatively acknowledges the following:

(a) Compliance with ORS 279C.838 and 40 USC 3141 et seq (if both state and federal Davis-Bacon applies. IF the state rate is higher, the contractor and every sub-contractor shall pay at least the state rate); or compliance with ORS 279C.840 (Davis-Bacon does not apply, and only the state prevailing

Douglas County School District No. 4-Roseburg Page 18 rate of wage is to be paid); or compliance with 40 USC 3141 et seq (only Davis-Bacon rate of wage applies, or is the highest one for all of the job categories).

12) In the event the Proposer is awarded the contract and fails to complete the work within the time frame specified, including extensions granted, liquidated damages shall be paid to the Owner as negotiated in the contract.

13) By signing this page Contractor hereby certifies that s/he has not discriminated against minority, women or emerging small business enterprises in obtaining any required sub-contracts, and Contractor hereby certifies that to the best of Contractor’s knowledge, s/he is in compliance with all Oregon Tax laws described in ORS 305.380(4).

I, the undersigned, have read and thoroughly understand the requirements, special provisions, Proposal Instructions and all other Conditions of the RFP issued by Douglas County School District No. 4-Roseburg for the Roseburg High School Woodshop Dust Collection System. I agree to abide by and fulfill the requirements thereof if awarded the Contract as a result of this RFP.

Firm Name:

Address:

Phone: Fax:

Authorized Representative’s Signature:

Type or Print Name:

Representative’s Title:

Date:

Federal Business I.D. No.

NOTARY:

Subscribed and sworn before me this day of , 20 .

Notary Public for the State of .

My commission expires .

Douglas County School District No. 4-Roseburg Page 19

ATTACHMENT C

DEMONSTRATED DRUG TESTING PROGRAM

ORS 279C.505 requires that all public contracts contain a provision requiring contractors to demonstrate that an employee drug-testing program is in place. Proposer is therefore required to certify that Proposer has an employee drug-testing program in place that applies to all employees and will maintain a drug testing program at all times during the performance of the Contract awarded. Failure to maintain a program shall constitute a material breach of contract.

Proposer states that the Proposer:

CHECK ONE: ( ) Does ( ) Does not Comply with the following:

Proposer has a drug-testing program in place and in compliance with ORS 279C.505(2) which applies to all employees. Proposer shall maintain a drug-testing program at all times during the performance of the Contract awarded. Failure to maintain such a program shall constitute a material breach of contract.

I, the undersigned, a duly authorized representative of the Proposer, hereby certify that the answers to the foregoing questions and all statements therein contained are true and correct.

Signature of the authorized Representative

Printed Name:

Firm:

Representative’s Title or Position:

Telephone No:

Douglas County School District No. 4-Roseburg Page 20

ATTACHMENT D

COST MATRIX

Douglas County School District No. 4-Roseburg Page 21

ATTACHMENT E

DRAWINGS DATED May 2021

Roseburg HS Wood Shop_Index - Div 21_

21 13 00_Fire Protection.pdf

23 05 00_HVAC

Materials & Method

23 05 90_Air balance.pdf

23 07 00_Mech Insulation.pdf

23 23 00_Mechanical Pipin

23 30 00_Air Distribution.pdf

23 40 00_HVAC Air Filters.pdf

2021-05-05 Roseburg High Scho

MFIA Addendum #1 Summary.docx